1. Metro Muncipal Agreement Program
Design and Construction
Jim Myers
Cooperative Agreements
Project Manager
Mn/DOT Metro State Aid
Greg Kern
Cooperative Agreements
Project Engineer
Mn/DOT Metro State Aid
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3. Cooperative Project Development Process – Design and Construction
Used for any projects with State funds
Local Government Unit (LGU) provides proposed schedule/Gant Chart within 30 days of LGU acceptance. Must conform with program requirements.
Project Kickoff Meeting, schedule recurring PMT meetings
Layout development and staff approval (as required)
LGU plan, specifications and engineers estimate development. Coord. with Metro and CO functional areas recommended.
Metro and CO functional area plan review(s) of 95% plan
LGU revises plan, specifications and engineers estimate
Midpoint schedule review

4. Cooperative Project Development Process – Design and Construction 2
LGU submits final plan specifications and engineers estimate for Metro signatures
Plan package and Agreement Request submitted to CO
Cooperative Agreement drafted and CO final plan review
Agreement to LGU for execution
Agreement back to Mn/DOT for execution
LGU advertises, Lets and Awards
Construction of Project commences
Change Orders and Supplemental Agreements approved by Mn/DOT
Final compliance inspection by Mn/DOT
Final Payment under terms of Agreement (May occur after award)

6. What Does It Take To Design and Construct a Successful Cooperative Project?

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8. Key issues for Plan, Agreement and Construction success
Knowing where to find Technical Resources/Contacts
Work with the State Aid Project Manager
“Green Book” resource links
Metro functional area staff
Understanding of Mn/DOT Cost Participation Policy
Mn/DOT funding can only be applied per the policy, it is not a grant
Plan and Specifications in Mn/DOT format
Funding may dictate additional format requirements

9. Key issues for Plan, Agreement and Construction success
Schedule development, monitoring and updates
Funding usually comes with rules and process requirements
Avoid compressed schedules
Public Involvement
Public expectation: Work on Trunk Highway = “Mn/DOT Process”
Report to the Legislature on Mitigation of Transportation Construction Impacts
Business Liaison Requirement – Local Designee
Assess project for “Substantial Business Impacts”
Designate a Business Liaison if there are
Consultation with businesses on mitigation
Provide information during construction
Hear Every Voice/Context Sensitive Solutions
Kickoff Meeting and recurring PMT meetings as needed
Expectation for work on a TH/Use of State Funds = Mn/DOT Process
Encourage use of Mn/DOT Public involvement Tools/Philosophy
Open House/Public and/or Business Information Meetings
Business Liaison is a Statutory requirement effective August Applies to all Agencies with authority over roadways. Requires coordination during project development and through construction.
“Substantial Business Impacts means impairment of road access, parking or visibility for one or more business establishments as a result of a project, for a minimum period of one month”

10. Key issues for Plan, Agreement and Construction success
Contaminated Properties/Regulated Waste
Office of Environmental Services Review
Do investigation to id known properties and determine risk
Incorporate measures to address known and contingency specifications to address unknown contamination
Metro Lane Closure Manual
Identifies limitations on traffic impacts
ADA Compliance
Evolving guidance /requirements
More details required in plans and Traffic Office field concurrence prior to construction
Can be a significant cost

11. Key issues for Plan, Agreement and Construction success
Resolution of issues/Coordination via State Aid Project Manager
Comments received during Proposal routing are not a Detailed Plan review
Expect different or even contradictory comments
Work through the State Aid PM to address and resolve issues
Addressing Review Comments
Back check re-submittals against comments. Reduces secondary or additional review cycles
Address each comment with a substantive response
Layout Compliance
Critical on Interstate and NHS
“Comment Noted” is not an acceptable response.

12. Key issues for Plan, Agreement and Construction success
Complete submittals of plans, specifications and supporting documents to meet timelines
Materials Design Recommendations (MDR)/Foundations Recommendations
Preliminary Bridge Plan approval before preparation of plans
Drainage Computations/Drainage Exhibits/Maps
Use Mn/DOT Standard Special Provisions
Right of Way acquisition documents (No Permits to Construct)
Right of Way must be certified by Mn/DOT prior to Mn/DOT signing the plan
Regulatory Agency permits – LGU Responsibility
Laboratory Testing and Inspection Services Request
Utility Coordination Certificate

13. Key issues for Plan, Agreement and Construction success
Understanding Cooperative Agreements
Legally binding
Address cost share, maintenance, ownership, right of way transfers and oversight
May be amended prior to final payment
New provisions were recently added regarding Mn/DOT oversight and authority
All Agreements are not the same
Lump Sum, Lump Sum based on Bid, Lump Sum based on Bid with a Cap, Schedule I, etc.
Payment Provisions are in the Agreement

14. Key issues for Plan, Agreement and Construction success
“Golden Rules”
Advertise after Mn/DOT has signed the plan
Open Bids after the local agency has signed the agreement
Award after the agreement is fully executed by the State and Mn/DOT has concurred in the award.
Veterans Preference
May be coming soon, Mn/DOT implemented with January 2010 lettings
Similar to Disadvantaged Business Enterprise (DBE) Program in structure

15. Key issues for Plan, Agreement and Construction success
Local Agency/Contractor Contact Forms
Provided to Metro Dispatch and RTMC for coordination purposes
Lane Closure and Detour Forms
Update/resubmit for changing conditions
Used to inform Mn/DOT, State Patrol, public and OW/OD permitees
Construction Oversight
Mn/DOT Staff and State Patrol have authority over work on the TH

16. Key issues for Plan, Agreement and Construction success
Change Orders and Supplemental Agreements
Require Mn/DOT Approval before authorizing work by contractor
Failure to do so could affect payment
Use Mn/DOT forms
Final Compliance Review
Done by State Aid Staff to verify project is complete
Coordinate with State Aid Project Manager when doing final punch list with contractor
Record Retention
Local Agency Responsibility

17. Questions?